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HomeMy WebLinkAbout2018-10-23-CEC-min �y w-AOR yrry. Minutes of the s \�� Lexington Capital Expenditures Committee (CEC) Meeting n October 23, 2018 APRIL&", II,E XI NGT.O Location and Time: Hadley Public Services Building, Training Room; 7:45 A.M. Members Present: Charles Lamb, Chair; David Kanter, Vice-Chair & Clerk; Sandy Beebee; Rod Cole (arrival 7.52 A.M.); Wendy Manz; and Frank Smith Members Absent: None Others Present: Koren Stembridge, Director, Cary Memorial Library; Emily Smith, Assistant Director, Cary Memorial Library; David Pinsonneault, Director, Department of Public Works (DPW); John Livsey, Town Engineer, DPW; Sara Arnold, Recording Secretary Documents Presented: • Notice of CEC Meeting, October 23, 2018 • Draft #3 Minutes of the CEC Meeting, October 17, 2018 • Draft Minutes of the CEC Meeting, October 22, 2018 (Financial Summit 1) • Town Warrant for November 13, 2018, Special Town Meeting (STM) 2018-1 • FY2020-FY2024 Library Capital Improvement Project (CIP) #1051, Cary Library Children's Room Renovation, Feasibility/Design Study • DPW FY2020-2024 CIP #321, Center Streetscape Improvements • Town of Lexington Center Streetscape Update Presented to CEC at this meeting. • Strawman CEC Report to STM 2018-1, prepared by Mr. Kanter, October 16, 2018 • Draft Spreadsheet of Estimates of Both Design and Construction Costs Over Time for Center Streetscape Project, prepared by Mr. Kanter Call to Order: Mr. Lamb called the meeting to order at 7:47 A.M. Review of Cary Memorial Library's FY2020-FY2024 CIP: Ms. Stembridge reported that last year's CIPs included a placeholder for a project to upgrade the library's Children's Room, which hasn't been renovated since 2004. Originally it was hoped that the project would not require Town funds, but the project has become time sensitive because of mass shootings throughout the country and a stabbing in the Winchester Library last year. Addressing the safety concerns requires significant infrastructure changes; it is anticipated that the project will exceed $1.0 million, which likely cannot be raised with donations. There will also be improvements made to the areas used by pre-school and older children. The first step is a Town Meeting request for $100,000 in funds for a feasibility study. Mr. Kanter urged Ms. Stembridge to support a study that provides as much information as possible about the cost of construction so that fund raising efforts can begin as soon as possible. Ms. Stembridge noted that contributors to the renovated teen center in the library are still paying pledged contributions for that project, making it difficult to expect large additional amounts at this time. Approval of Minutes: Mr. Kanter referenced administrative changes to the Draft #3 Minutes of the CEC Meeting, October 17, 2018. A Motion was made and seconded to approve said Minutes as amended. Vote: 5-0-1 (Mr. Smith abstained because he did not attend the meeting.) Pagel of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2018 Mr. Kanter presented the draft Minutes of the CEC Meeting, October 22, 2018 (Financial Summit 1). A Motion was made and seconded to approve said Minutes. Vote: 6-0 This Committee's report to the Special Town Meeting, November 13, 2018: Mr. Kanter reviewed the following: • Article 3: Appropriate for Center Streetscape Design: Mr. Smith is assigned to write the material for this Article. • Article 5: Appropriate for Hosmer House Reuse Study. Ms. Beebee is assigned to write the material for this Article. She commented that the report would be short because there is very little information available. She added that the Article will be asking for no more than $50,000. Mr. Kanter noted that it is critical for the proponents to get a reading from the Historic Districts Commission as to whether it would support moving the Hosmer House to allow construction of a new Police Headquarters. He added that if this is not an option, for him moving forward on the study is questionable. This discussion was continued later in the meeting. Review of DPW Center Streetscape Project as it Impacts the STM 2018-1: Mr. Pinsonneault and Mr. Livsey provided the following information, most of which was in response to questions: • The $650,000 appropriation request is for 100% design for the project, which is currently expected to cost $9.3 million. • The design should be completed by February 2019. • The Waltham Street portion of the project was always included. • The Woburn Street/Massachusetts Avenue intersection may eventually be addressed, but is not part of the current project. • Rumors that previously installed sidewalks used the wrong material and the bricks were installed upside down are incorrect. The bricks were intentionally beveled, but those in wheelchairs found this caused uncomfortable vibrations. The bricks have lasted 12 years and are doing well. • The bricks in front of Lexx Restaurant are from the 1960s. • The plans currently include the capability of having banner arms on the street lights. • The plans include planting new trees on the south side of Massachusetts Avenue using organic soil and street gates to prevent compaction caused by pedestrians. Silva cells, which allow roots to expand laterally, are included in the plans. • The current plan includes all of the recommendations made by the Ad hoc Center Streetscape Committee except the installation of historical medallions, which was not supported by the Board of Selectmen (BoS). • The plan is to handle the financial aspects of the project in one phase, ensuring continuity and cost savings, but construction would be performed over two construction seasons. Page 2 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2018 • It is best to go out to bid in the winter to get the best prices. • The Article includes contingency funds. • Some of the sidewalk work may be Community Preservation Act eligible, but the amount has not yet been determined. • The cost of repaving the road includes resetting granite curbs and drainage piping. The road does not require a new substructure. • The number of public meetings that are included in the project design estimate have driven that cost upward. • Sidewalk construction is expensive partially because of the extensive hand work that is required when using bricks. • A cross reference comparison of project costs estimated in 2014 versus 2018 is being prepared. Mr. Livsey reviewed items that have been removed from and added to the project since the 2014 estimates were developed. He said that he will provide additional information and cost estimates in the next few weeks. Committee members stressed the need to understand why the project cost has increased considerably when the project no longer includes the Woburn Street/Massachusetts Avenue intersection. Mr. Kanter asked for input from the business community, noting that the project would impact center businesses for two construction seasons. Mr. Smith predicted "sticker shock" at the STM 2018-1 and urged that the presentation justify the costs. Others noted the need for detailed information about causes for the cost increases and the challenges associated with the demand for capital projects throughout the Town. This Committee's report to the Special Town Meeting, November 13, 2018 (continued): Mr. Kanter reviewed the following: • Article 6: Amend FY2019 Operating, Enterprise, and CPA Budgets: Mr. Lamb is assigned to write the material for this Article. Mr. Kanter noted that this Committee does not comment on the Operating Budget items. • Article 8: Establish/Appropriate to/from Specified Stabilization Funds. Mr. Lamb is assigned to write the material for this Article. Mr. Kanter noted that there may be a request for a new Ambulance Stabilization Fund. In response to questions, Ms. Arnold noted from the Appropriation Committee meeting that this is being proposed because the Town is negotiating for a contribution from a senior-housing complex for ambulance needs from a developer that is going to the STM 2018-1 for the rezoning of land required for the project. This discussion was continued later in the meeting. Member Concerns and Liaison Reports: • Preparing material for discussion with departments regarding FY2020-2024 CIPs: Mr. Lamb reviewed the schedule for meeting with the departments to discuss their CIPS; he also identified this Committee's liaison for those departments, as follows: Page 3 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2018 ➢ October 31: Recreation—Ms. Beebee; School Department—Mr. Cole ➢ November 7: DPW—Mr. Smith ➢ November 14: Department of Public Facilities (DPF)—Mr. Lamb ➢ November 28: Police & Rescue/Fire Department—Mr. Kanter; Information Technology—Mr. Lamb After discussion, it was agreed that ➢ The Committee liaison for each department should forward this Committee's questions regarding the CIPs to the relevant department on the Monday prior to this Committee's meeting with that department. ➢ To meet that deadline, questions should be submitted to the liaison the previous Friday for consolidation. Thus, questions regarding the Recreation Department's CIPs should be submitted to Ms. Beebee and questions for the School Department should go to Mr. Cole, both by Friday. It was noted that additional material regarding the DPW's CIPs is scheduled to be available on November 5t". This is only two days prior to meeting with them on November 7. Additional material regarding the DPF's CIPs is scheduled to be available on November 2nd Committee Charge: Mr. Kanter reported that he is preparing a revision of this Committee's Charge in response to the Article 32 that was adopted by the 2018 Annual Town Meeting so the Town's By-Law reflects what this Committee is now doing. He said the charge should be changed, accordingly. This Committee's report to the Special Town Meeting, November 13, 2018 (continued): There was considerable discussion regarding this Committee's position on Article 3: Appropriate for Center Streetscape Design and whether support of appropriating the final design funds implied support of the project. It was noted that there are other pressing financial needs in the Town, including the need to replace Lexington High School, which is expected to cost at least $250,000,000 and could be considerably more. It was also noted that the CIPs that were recently submitted for consideration at the 2019 ATM represent requests for over $70.0 million. There was concern that the price tag on this project, currently $9.3 million, has grown to the point that the 2019 ATM may not be willing to appropriate construction funds. It was agreed that appropriating the design funds would be a gamble because if the project isn't supported at that ATM, the design funds would be potentially ill-spent. There was discussion about postponing the project until the Finance Department is able to prepare a five-year budget modeling plan that includes the High School. It was generally agreed that this Committee's presentation at the STM 2018-1 should make it clear that there are risks in supporting the design funds. A Motion was made and seconded to support Article 3, with the understanding that this Committee would make it clear in its report and at the STM 2018-1 that the support does not necessarily represent this Committee's support of construction funds. Additional discussion ensued. Ms. Beebee continued to feel that with the High School project looming she could not support the design fund appropriation without seeing a long-term Page 4 of 5 Minutes of the Lexington Capital Expenditures Committee (CEC) Meeting October 23, 2018 capital-financing model for the Town. Vote: 5-1. It was agreed that this vote could be revisited as further information is presented to this Committee. There was also discussion about how much history to include in the report. It was agreed that the history of design and construction fund appropriations and estimates should be included. Adjourn: A Motion was made and seconded at 9:41 A.M. to adjourn. Vote: 6-0. These Minutes were approved by the CEC at its meeting on November 7, 2018. Page 5 of 5